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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

Undergraduate Studies

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

juillet 18, 2024

Closing Date:

juillet 29, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69 478,00 - $87 764,00About the Faculty of Social Sciences
The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position purpose: Under the supervision of the Manager, Academic Administration, coordinates the administrative and academic activities of the Office of Undergraduate Studies to ensure its operational efficiency. In this capacity, supports the Vice-Dean in the administration and management of files under their responsibility including the management of academic fraud cases, faculty courses, committees and the office's financial resources. Finds solutions to complex problems and seizes opportunities to review, develop and implement processes to ensure efficient operations.

In this role, your responsabilities will include:

1. Coordination of the Office of the Vice-Dean, Undergraduate Studies: Responsible for planning and implementing the activities and priorities of the Vice-Dean for Undergraduate Studies. Ensures optimal operation of the Vice-Dean for Undergraduate Studies by developing and implementing procedures, administrative processes and work tools in line with strategic objectives, orientations and faculty priorities.

2. Academic Fraud Management: Plan, organize and control all activities related to the management of academic fraud files. Manage the two different fraud processes: the disciplinary process and the pedagogical process. Ensure the integrity and compliance of the process with faculty. Analyze incoming requests to ensure compliance with school regulations and established processes. Act as liaison between the Vice-Dean, faculty and students, as well as all ensuing follow-ups.

3. Management of Program Modifications : Organize and control the process of evaluating and implementing changes to undergraduate curricula. Responsible for preparing forms and documents for approval by the various faculty and university authorities. Coordinate and complete the updating of program requirements, yearbook data and documents. Liaise between Vice Dean and academic units.

4. Faculty course management : Responsible for scheduling, coordinating and monitoring faculty courses such as directed research courses, micro-credit courses and other courses managed by the Vice Dean of Undergraduate Studies. Responsible for the selection process of students for these courses according to the criteria established by the Faculty and carry out the necessary follow-ups.

5. Consulting Services (students and faculty): Coordinate and liaise with the Dean's Office, Vice-Dean's Offices, Faculty units, University Faculties, central administration and external organizations. Receive, analyze and filter all communications sent to the Vice-Dean and ensure follow-up.

6. Hiring of teaching assistants : Participate in the assistantship recruitment and staffing process by preparing postings, offers and contracts in accordance with the provisions of current collective agreements and procedures established by the Faculty and the University.

7. Executive Assistant: Ensures administrative planning and material organization of committees, formal and informal meetings, training and information activities, etc., in coordination with other Faculty, University or external partner bodies. Responsible for the organization of Bachelor's Studies Committee meetings, including the preparation of agendas, minutes and follow-ups.

8. Mini-course management: Participate in the organization of the Faculty's mini-course week. Represent the Faculty at information sessions organized by the Continuing Education Department, draft correspondence, collect data and ensure mini-course logistics. Organize the call for applications, analyze and select the mini-course proposals submitted to the Vice-Dean at the Faculty level, ensuring that they meet the eligibility criteria.

What you will bring:

• Post-secondary education in a relevant discipline, or equivalent combination of education and work experience.

• At least three years demonstrated experience in a similar role.

• In-depth knowledge of University and Faculty structures, academic programs and academic regulations.

• Experience interpreting regulations and procedures.

• Experience in front-line customer service.

• Experience in problem analysis and problem-solving.

• Experience managing highly confidential information; must exercise diplomacy and discretion.

• Knowledge of accounting principles is an asset.

• Excellent interpersonal and communication skills.

• Experience with computerized systems and software, Windows, word processing, large database, spreadsheets, e-mail and the Internet.

• Ability to produce high quality work under pressure while meeting strict deadlines.

Bilingualism: French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.